In Precoro, we have built clear and efficient Supplier Registration and onboarding processes that will benefit you in terms of data accuracy as well as minimum manual and routine work thanks to the automation.


You can find the general overview of this function in this article.


TABLE OF CONTENTS


Provide necessary user roles


To be able to utilize the Supplier Registration, users should have access to the Suppliers and Items module.


To edit the user's role, open the Configuration and go to the User Management tab. 

To save changes, press the Update button below.



All the users with the Supplier and Items role will be able to:


  • See the list of invited Suppliers.
  • Send a registration form to the new ones.


Send Invitation to a new Supplier


If you are already familiar with the Suppliers Portal function, the Supplier's Registration interface is going to look much similar.


To send the invitation, follow these five simple steps below:


1. Open the Suppliers and Items module in the left-side menu and go to the Suppliers Management tab.

 

2. Click on the Invite Supplier to Register button.



3. You can see the list of companies who have already received invitations. Click on the New invitation button to create a new registration form.



4. Fill in the required and optional information:


  • Supplier* — enter the supplier's company name.
  • Email Address* —input the recipient's Email address.
  • First Name* — the name of the person to whom you are addressing this invitation.
  • Last Name* the surname of the person to whom you are addressing this invitation.
  • Personalize invitation (optional) — make your letter stand out within the inbox as highly relevant, tailor-made material. Personalization will also make an email more likely to be opened and clicked on.



5. Check the entered information and press the Send button below.


The Invitation from the Supplier's perspective


1. The Supplier is going to receive and open an Invitation on the Email in the following format:



2. By pressing the Proceed to Registration button, the Supplier will be redirected to Precoro's e-form.


Here, the Supplier can fill out their convenient cooperation conditions and add images, documents, XLSX, and PDF format files as attachments.


Please note the size of the attached files cannot be more than 25 Mb.


  • Supplier's Name — it is, by default, the name that has been input in the Invitation. Consider that it is not available for editing.  
  • Payment Terms — the Supplier can only choose the options available from the drop-down list. The number of options to select is unlimited. More information on how to expand your payment terms options in Precoro, you can find here.
  • Currency* — the number of options to select is unlimited, but the Supplier would only be able to choose from the options you have previously added in Precoro. This field is required.
  • Delivery Period — the number of days between the order being sent to a Supplier and the delivery itself (could be 0, if unknown).
  • Minimum Order Total USD — could be any amount or 0 if the Supplier does not have the minimum order threshold. 
  • Contacts — the Supplier can input as many contacts as they wish. When adding a new one, they should specify the Email Address, Phone Number, and Name for the inviting company to easily get in touch with them.


Clicking the View more button, the Supplier will unfold more additional fields to input the information.



This additional section will help the inviting company receive more legal information about the Supplier.


3. Final step in the Supplier's informational submission is to check the entered data and press the Register button below. 


Which information does the Sent Invitations page contain


On the Sent invitations page, you can receive more information on Invitation's:


  • Status — shows at which stage your communication with the Supplier is.
  • Supplier — the name of the Supplier's company.
  • Sender — the full name and Email of the person who has sent the Invitation.
  • Email Address —the address of the Supplier to which the Invitation was sent.
  • Date — the date of sending the Invitation.



  • Action button — allows you to view the Supplier's information and also take the following actions:


Send for revision — if you wish to receive more information from the Supplier, return them the Registration form and specify which data you would like to additionally receive.

Consider this paragraph to learn more.


Approve — choose this action if the Supplier's cooperation terms correspond with your expectations and you are willing to continue working with this specific vendor.

Consider this paragraph to learn more.


Reject — in case the Supplier's conditions do not meet your mark, send them a notification that you are not willing to continue further work.

Consider this paragraph to learn more.

 


Follow up on the Invitation statuses


The Invitation can have five different statuses:


1. Status Sent 

The Supplier would have this status when you have just sent them the Invitation. This status means that the Supplier has not yet processed and submitted the registration form. 


2. Status Pending

This status means that the Supplier has already submitted the registration form and awaits further actions from the sender.


When the Supplier has submitted their registration, the company that sends the Invite will receive a notification. Clicking on the Go to Precoro button, you will get redirected to check the new Status of the Invitation.



Please note that the Action button is only available on the Pending status. On other Invitation stages, the Action button serves only for the information preview purposes.


Using the Action button, as was considered in this paragraph, the sender can choose the proper action. 

The action will define the following Invitation status:


3. Status In revision

This status will be shown if you apply the Send for revision action. Leave a commentary to the Supplier with the information they should update in the registration form. 



The Supplier will automatically receive an Email with the commentary you have input, with the Proceed to Revision button, which will again redirect them to the registration form for adding more information.



4. Status Approved

For the Supplier, this status means they have been chosen for further cooperation. 


The approved Supplier will automatically be added to the list of regular vendors in the Suppliers Management window.




The Supplier is receiving the following message in the Email:



5. Status Rejected

If the sender sees that the terms of cooperation the Supplier has submitted are unsuitable, the sender can apply the Reject action. 



In the rejection, you can specify the reasons why the vendor is not suitable for you. The Supplier will receive the message of the following format: